New Council Approved Minutes -- January 11, 2007 (Transition Task Force Minutes Follow)
| Agenda Item | Discussion | Motion | Vote | Call to Order Frank Newman, President.
| Meeting called at 6:30 at Holy Triune Lutheran Church.
Council Members Present (9): Frank Newman, Pastor Evelyn Dahlke, Marko Fields, Tom Fischer, Heather Fokken, Adelheid Koski, Pastor Craig Pederson, Kathy Munson, Dan Scoggins. Not present - Joe Tricola, Marilyn Peterson.
Dave Raymond – ChurchFuture.com
Transition Task Force: Pastor Ken Defor, Andrea Stelljes, Ruth Foster, Virginia Schnabel, Kathy Schadendorf, Darrell Lind, Bill Speake, Intern Pastor Lori Youngvorst
Visitors Present: none.
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| | Devotions | Frank read a devotion. Pastor Ken opened the meeting with prayer
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| | Holy Triune Town Hall Meeting Pastor Ken Defor Kathy Munson | Pastor Defor reported that Holy Triune held a congregational meeting last Sunday, after the service. A paper ballot was taken to vote on continuing the consolidation. Per a note from Dave Raymond - the vote was 24 votes – to continue the consolidation, 6 votes – No, and 3 votes to abstain. On January 28th, there will another vote on the site selection. Grief Session – discussion was held around St. Paul’s grief session and it was recommended by Lori Youngvorst who attended.
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| | Council and TTF continue separate meetings | Groups move to separate rooms.
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| | Secretary’s Report Dan Scoggins | Minutes submitted. Changes had been made by Craig Pederson, Frank Newman, and other via email and were in the copy handed out. Dave Raymond requested we make the minutes shorter so people do not have to print so much when they print out the document. Suggestion made to shorten the first page.
| Motion: to approve the secretary’s report as submitted. | Made: Fields Second: Fokken Yes: Unanimous
| | Election of Vice-President Frank Newman | Kathy Munson of Holy Triune accepted the nomination to be Vice President. Joe Tricola has been unable to attend meetings due to his work requirements. Kathy to talk to Joe and perhaps find a replacement if he cannot attend.
| Motion: to elect Kathy Munson Vice-President of the Council | Made: Newman Second: Koski Yes: Unanimous
| | Decision making Process Frank Newman | We will make decisions by majority vote. After a vote, those who vote against a decision will have an opportunity to explain, based on our vision and mission, their concerns to see if the majority can address their concerns. We can have a 2nd vote, after further discussion to ensure we have basic agreement and everyone has been heard. This is an informal process by the President of the Council to ensure that we are all respecting each other, not a written rule. Frank emphasized that he wants everyone’s opinions to be heard. Quorum- a quorum will be of the elected Council. We have nine elected members, so a quorum will be five elected members. Non-Participation – if a council member is absent enough times, they can be removed. This will be done based on the model constitution since we do not have an approved constitution at this time. This will be addressed later but is not a problem at this time.
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| Council Retreat Frank Newman | Food – the retreat will be a potluck. Frank – pumpkin bread, Evelyn – hot dish, Tom – salad, Heather – desert, Marko – pretzels, snacks, Adelheid – desert, non-chocolate, Kathy – fruit and vegetables, Craig – beverages, Dan – sandwiches with no onions. We will meet at Emanuel’s Fellowship hall Monday, January 15th, 10am to 3pm, lunch included. Homework – read the handout Notes on Assessments Assertions and Grounding. Write down why you feel called to be in this position on the new council to share with the group. |
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| | Council Members Names Frank Newman | Attorney Mike Bash needs the names of the current church councils. He has the names and contact information for the New Council, and TTF. Bash also needs the minutes of the various councils or congregational meetings where the New Council was empowered to set up the new church. Dave Raymond will be the collection point for the current council information. Frank will give Dave Emanuel’s information, Adelheid will obtain St. Paul’s, and Kathy will obtain Holy Triune’s. All said they can bring it to Monday’s Council retreat. |
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| Joint Worship Craig Pederson | After discussion, there will be three joint services in February. February 4th – Holy Triune, with an after service question and answer session. February 11th – Emanuel, with a meal and fund raising auction. February 18th – St. Paul’s, with a discussion of the vision plan from the council retreat. To draw in more people we need to communicate and ask for questions in services now. Joint worship will be the blended from the worships of all three churches. Craig, Evelyn, and Ken will plans this.
| Motion: to hold joint services on; February 4th at Holy Triune, with an after service question and answer session.; February 11th at Emanuel, with an meal and fund raising auction; February 18th at St. Paul’s, with a discussion of the results from the council retreat. | Made: Fields Second: Koski
Vote: Unanimous
| | Governance Evelyn Dahlke
| Group reviews committees, task forces, teams at congregations. Emanuel – Tom explains worship ministry teams that rotate monthly and support all aspects of worship – communion, readings, ushers. Everyone in congregation participates on worship team. Holy Triune – basic committee structure, property, stewardship, parish education. Church Secretary arranges for ushers, readers, communion attendants. St. Paul’s – use Ministry Teams instead of committees. Most committees are supported by just a few people. Dan suggests we use a flexible structure of task forces, instead of committees in the bylaws except for a few key teams such as Finance Team, nominations team. Evelyn and team to draft a structure.
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| | Timeline Frank Newman
| Frank proposes we move the congregational votes back to March 4th. This is to allow enough time for the dissolution votes, and the joint services. Our 2nd choice is March 11th. Dave Raymond to check with Attorney Mike Bash and see if this is enough time. Dave will hand out Mike’s 16 steps on Monday at the new Council retreat. Congregational votes require at least two weeks notice. First date of worshipping together - is May 6th. We need to talk to the current councils and inform them of this plan for their feedback. This will give more time for closing events, to invite people from various other churches to the opening celebration.
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| Rejoin Frank Newman Virginia Schnabel
| Frank gives a review of the joint services plans, dissolution dates. 1st service on May 6th. Virginia reviews the TTF plans. Lists of assets to be made for each church. Digital cameras to be used to record every item and pictures put into an inventory booklet to help decide what to keep for the new church. Mothballing – researching how to do this. Dave to collect info from another congregation that did this (Salem) All items that will be kept, will be moved to the 13th avenue facility. Archives – some historical material will be sent to Luther Seminary for archiving, some to the new building to keep.
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| Adjourn Frank Newman
| Meeting Adjourned at 9:01pm. Next meeting January 25, St. Paul’s 6:30pm.
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| No motion made. |
Transition Task Force Minutes January 11, 2007
Assets and Property Discussed Inventory List. Ruth will create spreadsheets for inventory. The spreadsheets will cover Item, count, condition, possible memorial, description / notes. Spreadsheets will be emailed to Kathy for the use of Emanuel, Daryl for the use of Holy Triune, Ruth will keep a copy for the use of St Paul’s. The spreadsheets will be distributed to volunteers of areas to be inventoried, and asked to include items, and areas to be inventoried that are not already listed. Property will be considered for returned to donators, to be used in new church, recycled, giveaway, disposal, or storage after consolidation. A volunteer from each church will be asked to take pictures of useable items for the new council for easy viewing, to decide what items will be used in new church. The importance of the Stain glass was considered. They will be photographed, and perhaps can be used in the future, if storage is feasible. Use for a rebuilt church would be great. Building Restoration Corporation will be consulted to come into each church to advise what part of the building structure can be reused or sellable. Mothballing of Buildings Mothball after moving items in each church for security reasons. Holy Triune may be putting their building on the market right away for sale. Someone will talk to Salem church to learn how they did theirs. Planning is put on hold until the temporary site has been confirmed, and ideas of how Salem church did theirs, is gathered. Financial Documents of Agreements with other Building Users; Contracts, Leases, Liabilities Questionnaire; Special Funds and Accounts Questionnaire; and Operating Account Questionnaire have been approved. David Raymond will send documents to Pastors of each church for distribution to Secretaries to be forwarded to appropriate parties to filled in and returned in three weeks of receiving. Heritage and Celebrations More research is needed, will discussion further at next meeting. Membership Care It was suggested that membership is to be automatic to the new church, with the option for members to decline. The homebound may be most interested in who will visit and provide communion for them. How do we bring the services to the homebound? Phone conference, audiotapes, and cable broadcasting, were some of the ideas. New council will be responsible in deciding how best to provide to the needs of the homebound. Holy Triune may be able to retrieve a bus/van previously owned. Additional car poling ideas were brainstormed.
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